Executive Secretary - Gauteng

SUMMARY:
Our client is seeking to employ an Executive Secretary to join their team based in Longmeadow (Gauteng).

Exciting Opportunity:

POSITION INFO:

Requirements:

• Diploma or Degree in Business Administration or Office Management (preferred).
• Minimum of 5+ years' experience as a Personal Assistant or Executive Assistant.
• Proven experience supporting multiple senior executives simultaneously.
• Strong organisational and time management skills.
• Excellent written and verbal communication skills.
• High attention to detail and accuracy.
• Ability to multitask and prioritise under pressure.
• Strong interpersonal skills and professional discretion.
• Advanced proficiency in Microsoft Outlook, Word, Excel and PowerPoint.
• Problem-solving mindset with a proactive approach.
• Highly professional and reliable.
• Strong sense of urgency and accountability.
• Ability to work independently with minimal supervision.
• Flexible and adaptable to changing priorities.
• Trustworthy with high levels of integrity and confidentiality.

Responsibilities:

• Provide executive support to the Managing Director and Executive Directors.
• Welcome, screen and escort visitors to Directors' offices or the Boardroom.
• Act as the first point of contact for Directors by screening calls, correspondence, post, documents and items for signature.
• Manage in-trays and out-trays, distribute cleared items and communicate further instructions as required.
• Assist with diary management, scheduling meetings, appointments and travel arrangements.
• Perform general administrative duties, including typing, document preparation, dictation and transcription.
• Manage and respond to emails when requested.
• Prepare PowerPoint presentations and supporting documentation.
• Coordinate EXCO meeting preparation, including agendas, reports, meeting minutes and tracking report deadlines.
• Prepare Board meeting packs and related documentation.
• Assist with compiling Directors' reports, including populating tables, graphs and editing reports.
• Load, index and organise reports on Microsoft Teams for EXCO meetings.
• Set up boardrooms and meeting rooms.
• Arrange refreshments and lunches for meetings.
• Manage head office stationery, including ordering, distribution, stock control and reporting.
• Manage grocery procurement, distribution, reporting and supporting documentation.
• Process purchase orders and supplier invoices on Embrace.
• Maintain electronic and physical filing systems, archiving and confidential document shredding.
• Provide backup for credit card transactions and assist with cash receipt administration.
• Arrange flights, accommodation, car hire and travel itineraries for executives and staff.
• Manage travel documentation, expense reconciliations and travel claims.
• Arrange insurance-related vehicle hire where required.
• Manage the Boardroom calendar.
• Oversee cleaning contracts, cleaning staff and cleaning rosters.
• Manage cleaning materials and ensure the Executive office, kitchen and surrounding areas are clean, organised and free from obstacles.